Hotel Front Office Management, 3rd Edition

120 CHAPTER 4: PROPERTY MANAGEMENT SYSTEMSFigure 4-22. Personnel module.1. Employee File2. Job Control List3. Word-processing4. Analysis5. Reportsamount of paper involved in employee recordkeeping can be kept to a minimum. Theword-processing application is used to generate form letters, job descriptions, reports,employee procedures, and policy manuals. The PMS also permits labor analysis to beperformed with ease.Electronic MailThe electronic mail feature, often called E-mail, is a communication system that usesan electronic network to send messages via computers. It is very helpful in distributingcurrent information on policies and procedures to a large staff as well as communicatingwith current and former hotel guests. When E-mail is used, security codes are issued tomaintain privacy. Staff members are able to check their E-mail at the computer terminal.Copies of E-mail can be printed if needed for future reference (Figure 4-23).In a large corporation with many company-owned properties or franchises, E-mailallows for communication among establishments. In a hotel with many operating departmentsand thus many department heads, this feature is a great asset to the communicationprocess.Time ClockIndividual employees are issued a security code and an individual personal identificationnumber. Upon entering their work area, they need only enter that number to recordtheir start time. As they leave the work area for breaks or at a shift’s end, they again needonly enter that number. This information is stored and used by the controller’s departmentwhen compiling the payroll. This feature saves a great deal of time in calculating thenumber of hours an employee worked on any given day (Figure 4-24).Figure 4-23. Electronic mail module.1. Security Codes2. Mail3. Hard CopyTLFeBOOK